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If you have not already done so, contact LogiSense Support using the information below to setup pre-seeding in your EngageIP environment:
LogiSense Support | email: support@logisense.com | |
web: Live Support
phone (Canada): 1-519-249- |
0508 | phone (USA): 1-917-410-3584 |
For additional details see the Pre-Seed Payment Terms for Production Environments section below.
Adding Credit Ratings
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Actions are scripts in the system that perform various tasks. The default system actions can be found by going to the Setup tab -> Actions link
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Alert: Actions will be performed on any invoice with a due date earlier than the date you run the billing process on (i.e. regardless of the bill run date range the credit rating fires prior to billing and will check if there are any overdue invoices as of NOW) so for example the customer may receive multiple emails for multiple invoices on their account that are due the first time you have configured and run billing to process credit ratings. |
Once you have created a credit rating with payment terms (for example a Residential credit rating with a payment term 'Days Overdue' value of 10 days) you can supply actions to take, e.g. sending a late payment email 10 days past the invoice date.
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Execution of Sample Payment Term Actions
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Note: Actions are triggered by Bill Runs which have the 'Run Payment Term' option enabled. If Bill Runs aren't enabled (running daily) or if the Run Payment Term option is disabled then Payment Term Actions will not run. |
At 10 days overdue, the system will:
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now - Invoice.DueDate = overdue days |
for example:
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now
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=
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22nd
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due
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date
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=
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20th
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22
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-
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20
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=
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2
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(2
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days
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overdue)
The due date on invoices includes a time stamp, if the invoice due date even a second shy of 14 days it will still be evaluated as 13 days.
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As shown below, an example of how such a credit rating would be configured
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On the 5 day of the invoice being overdue (which would be the 6th of the month) the customer will be sent an email. On the 11th (10 days overdue) the customer will have a late fee applied, in this case 5% of the customers invoice balance. After 30 days overdue from the date of invoice, the customers account status will be changed to 'Canceled' and a prorated amount in the form of a credit will be applied. If a customer provides payment, an EngageIP user would need to enable their account manually
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Bill day on customer is 10 - Customer will be billed on the 10th of each month
Invoice Due Date will be set to the 15th of the month regardless of when the invoice was delivered
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Note: the terms below are set as '15' without the '+' (plus sign). This means that the terms relate to a day of the month and not 'X' days after the due date. For more detail see the 'Terms' definition at the top of this article. |
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Customer will receive invoice on for example the 12th (if it takes a day or two to be mailed to them), the due date will show that the invoice is due on the 15th of the current month. If the invoice remains unpaid after 10 days then an email will be sent warning them that the invoice balance is due. If no payment has occurred after 45 days past due date (15th of the month) a flat fee of $50 will be applied to the account and will be shown on the latest open invoice (or the fee will cause a new open invoice to be created if no open invoice exists).
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Once you've created these filters you can create a saved list so that you can use these filters in the future without having to recreate them. See the article View Filters - Personal and Shared Role Customizing Data Displayed on Lists/Tables Using View Filters for more information.
Pre-Seed Payment Terms for Production Environments
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Warning: the script provided below should only be done with the help of LogiSense customer support when turning up credit rating for the first time. |
The pre-seeding script allows you to seed payment terms so that customers who are very overdue do not receive multiple email notifications at one time. This script will add payment term logs into the 'paymenttermprocesslog' which tells payment terms that it has already executed terms on the invoices listed and therefore will not execute the specific payment term again for the overdue invoices. The script should be run once for each credit rating in your system, it will add bogus data for credit ratings that are not on the account specifically but this will not cause problems.
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Ensure the Payment Term rules are marked as 'enabled' (click on the credit rating, then the payment term and check 'Active')
Ensure billing is running/has been run since Credit Rating terms have been setup. Billing is required to run to perform the credit rating check. If billing is not executing via a Bill Run ensure the EngageIP Billing Service in windows is running/restarted
Ensure the Bill Group is 'billable'. The Bill Group must be billable for billing to process the customers within that bill group. Check on On the Setup tab -> page click on the appropriate Bill Group name and check 'Billable'
If Credit Rating has already run today and you expect an adjustment to credit rating to look at an invoice again the same day, you will need to update lastcheckeddate in the invoice table to NULL. This is the field that the system checks each day so that credit rating doesn't run multiple times per day on the same invoice